How to set up time-entry reminders
The manager almost never finds the gap in the log in the middle of the week: they find it on Friday, at close, or when the client asks for the report. Then the chase becomes a WhatsApp message — “hey, log your hours” — and the trail of who was notified disappears.
Time-entry reminders move that chase into Rabbiit. The account sets who receives them, how often, and the email goes out on its own when the person logged less than capacity (or left the day blank). Whoever needs to complete the log gets the note without the manager becoming a collector.
The week submission deadline and the stuck approval note are not on this screen — they are in how to set up hour approvals.
💡 Plan: reminders are part of Ultimate. Whoever configures them is an administrator. Whoever receives them is whoever logs or whoever approves.
Who it is for
Administrator — builds the rule once: frequency, recipients, and notice types. The goal is the team remembering on its own, without the manager becoming a “collector”.
Manager — stops chasing person by person. Uses the approval history to see that the note went out, instead of arguing whether “nobody told them”.
Team member — gets a clear email (late, week deadline, pending approval) and knows what is left to do: log, submit, or fix the rejected week.
Operations / HR — at close, the week arrives more complete. Fewer hours “remembered” after the period already closed.
Where to configure
Timesheet reminder settings
Settings > Time-entry reminders
The screen is called Time-entry reminders. These emails chase capacity (day, week, or month goal). If the account already sends the week to the manager, the deadline and the submit/approval reminders live in set up hour approvals.
What you can set
- Who receives — whoever logs, whoever approves, or both. It does not have to be “everyone on the account”.
- Frequency — daily, weekly, or monthly, according to the team’s rhythm (an agency that closes Friday is different from a consultancy that closes on the 5th).
- Notice type — daily, weekly, or monthly, for anyone who logged less than the goal (% of capacity or hours) in the period.
The email send appears in the approval history. That exists so the manager does not rely on memory: the system records that the team was notified.
On each reminder (daily, weekly, and monthly) you can customize the highlighted message. Open Preview email, write the text, and Apply. The note goes into the email before the button. The same control exists on the deadline and approval reminders, in set up hour approvals.
How to put it on the team’s rhythm
- Agree internally what “end of the week” is for you — Friday, Sunday, or the invoice cut-off day.
- Under Settings > Time-entry reminders, choose who receives and the frequency. Start weekly if the team is still building the habit; daily only if the problem is an empty day in the middle of the week.
- Ask each person to review and submit the week in Time tracking.
- In the first month, the manager looks at the approvals queue and the history: is the reminder arriving? Is anyone ignoring it?
Do not use the reminder as the only process. If the person does not know where to log, the email only irritates. In that case, point to the article on logging hours or the week’s time entry.
When to use
It is worth it on a team with more than one logger, a client deadline, or payroll that depends on complete hours.
It can be too much if only you use the account, or if the team already logs every day and submits on time. Then the email becomes noise — turn it off or leave only the pending-approval notice for the manager.
What gets easier
The chase leaves informal chat and enters the product routine. Close arrives with fewer holes. And if someone says they were not notified, the approval history shows the opposite.